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Job Title:         Office Assistant 

Department:    Parks, Recreation & Forestry

Reports to:      Parks, Recreation & Forestry Office Manager

FLSA Status:   Non-exempt 

Grade:             B (2023 wage $13.50 - $17.00)

Class Code:      Part-Time (up to 25 hours/week)

General Statement of Duties:

Under the direct supervision of the Parks, Recreation, and Forestry Office Manager, the Office Assistant is responsible for office reception duties.

Essential Duties

1. Welcomes visitors, determines nature of business, and directs appropriately.  Screens and directs phone calls, and answers various inquiries personally from the general public and other City departments.  Provides information on departmental services and functions and refers inquiries to appropriate person.
2. Compiles and sorts documents, such as invoices, receipts, and checks.
3. Assists in preparation of records of income and expenses from park and recreation programs and facilities including aquatic center, ice center, court rentals, campground reservations, Dakota Nature Park, community gardens, and online and walk-in registrations.
4. Assists in preparation of Finance Office’s daily deposits - all money collected from park and recreation programs/facilities; and reconciles cash register tapes with daily reports and actual cash received.
5. Assists in maintaining sales tax records for all receipts.
6. Assists with online registration payments from customers and submits money to Finance Office with appropriate program breakdowns.
7. Performs all duties of a receptionist including answering the telephone; registering participants for various programs; taking reservations and rentals for various activities to include campground, picnic shelters, gym facilities, and garden plot rentals; enter customer information on computer-operated registration system; perform general clerical duties as needed to include but not limited to filing, photocopying, and collating.
8. Assists with posting on Department’s social media platforms.

Marginal Duties and Responsibilities

1. Operates modern office equipment.
2. Performs duties in a manner consistent with safe practices and policies.
3. Perform other such duties as assigned and/or deemed necessary.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience 

1. High School Diploma or GED.
2. Prior experience in staff support with administration duties to include bookkeeping preferred.  Equivalent combination of education and/or experience may be considered in lieu of degree/certification requirement.  
3. Keyboarding skills, with working knowledge of and the ability to use modern office equipment, fax machine, photocopier, multi-line phone system, adding machine, etc. 
4. Demonstrable knowledge of bookkeeping and office practices and procedures.
5. Demonstrable skill in operation of computers - especially word processing and spreadsheet knowledge a must to include Microsoft Word, Excel, Publishing Software, etc.  
6. Ability to multi-task and have good organizational skills.
7. Demonstrated ability to work cooperatively with others.
8. Ability to maintain courteous and positive relationships with public and other employees.
9. Effective verbal and written communication skills.
10. Ability to understand and follow written and verbal instructions.
11. Ability to maintain confidentiality and integrity of the office and equipment.

Language Skills 

1. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  

Mathematical Skills 

1. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.  
2. Ability to apply concepts of basic accounting methods.

Reasoning Ability 

1. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  
2. Ability to deal with problems involving several concrete variables in standardized situations.

Certifications, Testing, and Examination

1. Successful competition in written tests and/or oral interviews.  
2. Other such examination as deemed necessary by the City.

Physical Demands  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. While performing the duties of this job, the employee is regularly required to sit and talk or hear.  
2. The employee is occasionally required to stand; walk; and use hands to finger, handle, or feel.  
3. The employee must be able to type 60 words per minute with a high degree of accuracy.
4. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  
5. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. The noise level in the work environment is usually quiet.

Typical Performance Requirements

1. Effective and efficient performance of accounting functions.
2. Ability to operate office computers and other office equipment effectively.
3. Successful handling of correspondence, preparations of reports, and completion of related tasks in a timely manner.
4. Demonstrates positive public relations.
5. Effective communication skills (internally and externally).
6. Demonstrates ability to prioritize office duties efficiently and independently. 
7. Ability to perform duties safely.

Pre-employment Screening

Pre-employment screening may include, but are not limited to, the following: references, criminal background, credit history, drug and alcohol screening, medical history questionnaire, and pre-employment physical.